Management, Computer, Communication, Organisation, Business and Quantitative Techniques.

Bachelor of Business Administration - Semester 1
BBA 101: ‘Communication Skills’
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ASSIGNMENT
Q1. Explain the process of communication.
Ans: As per definition, the progression of transmission and interchange of ideas, facts, feelings or actions is known as “Process of Communication”. A Process of an action or operation operates in a systematic direction that comes to some purpose or comes to end. Communication has a different way of process in which there is an exchange of ideas towards some direction. Communication is an exchange of facts, ideas, opinions or emotions by two or more persons. Communication is the sum of all the things one person does when he wants to create an Understanding in the mind of another it involves a systematic and continuous process. In this process of communication there involves more than a person’s plays a role to carry a message or a information that make some work to be done. Message or an information that can be understand by the both side sender or a receiver. The process of communication is normally known by a sender who starts a communications process. He/she is spreads or communicates a message with the propose of information, order or questioning as a behavior of a receiver. Process of Communication is a full cycle of events from sender to the receiver and back to the sender. A message is received by a receiver, a receiver understand a message properly and then reacts accordingly to the message received by a receiver as a feedback. Communication process begins with the sender. The process has been done between the two or more than two person in which there is a sharing or learning of an ideas through listening. In this Process two or more than two person participating through a medium that helps to transfers a message or information to which it had been proposed. That can be easily understood by the both side, the sender and a receiver. Model table for The Process of communication : FeedbackNoise
Receiver
Decoding
Message

chanels

Encoding
Sender
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Q2. Explain the listening process. As a listener, why do you think listening plays a vital role in the organization?
Ans: The Listening process, it is a process in which listener I able to understand what is spoked in some sence. A listening process is an open commitment to engage actively in the world and thought of the person or people to whom you are listening and a corresponding commitment on the part of the other person or people to enter into yours. It does not presume agreement or disagreement; it presumes a striving for empathy. Hearing, attending, understanding, remembering, evaluating, and responding is a sound pattern that’s interpreted. These stages occur in sequence, but they generally performed with little awareness an often rapid succession it is also a process in which a message is received by he/she is clearly understood and responds to situation, he/she reacts accordingly. It is a complex process—an integral part of the total communication process, albeit a part often ignored. This neglect results largely from two factors. Speaking and writing are highly visible, and are more easily assessed than listening and reading. And reading behavior is assessed much more frequently than listening behavior, that is; we are more often tested on what we read than on what we hear. And when we are tested on material presented in a lecture, generally the lecture has been supplemented by readings. Many of us aren’t willing to improve our listening skills. Much of this unwillingness results from our incomplete understanding of the process—and understanding the process could help show us how to improve. To understand the listening process, we must first define it. As a listener, I think listening plays a vital role in the organization because when a message is once received or decoded by a receiver it is clear that the listener has responds to it accordingly. He listening process is not a debate. It is not about persuading someone else that you are right, nor is it about finding a compromise between two positions. One writer has said: “Debate is too often about two opposing opinions, about making points that build up one and demolish the other. It’s adversarial … In my experience, debates rarely build anything or anybody up; rather they entrench us and our opinions. Listening processes are about how another person sees and understands the world and the gospel and not about you making others agree with you, or others making you agree with them.
Q3. Discuss the different types of communication network practiced in an organization.
Ans: When a person transmits a message via a communication medium to another person, a communication network is established. Communication plays an essential role in the management of every organization. Communication networks in management are patterns by which information and messages can pass between levels of the organization. These communication networks affect leaders and employees in many ways. There are two types of communication networks practiced in an organization they are Informal Communication, Formal Communication, Verbal Communication, Non-Verbal Communication and Written Communication.
Informal Communication: When an employee communicates with other employees, usually by talking directly to them, this is called informal communication. Such communication takes place during meetings, interviews and conferences. Formal Communication: When a message is sent through an official channel in an organization, it becomes a formal communication. In this type of communication network, the message is generally passed via fax machines, email, telephone, statements or letters. Formal communication is guided by rules and conventions, and it's less colloquial than informal communication. The network flows downward (upper management communicates with subordinates), upward (employees communicate with upper management) or horizontally (communication flows among the employees of the organization). Verbal Communication: Verbal communication is when two or more employees speak face to face or by phone. This is a direct form of communication. The components of verbal communication are words, sound and speech. Non-Verbal Communication: Non-verbal communication involves the use of body language or signs for expressing thoughts. In this form of communication, actions speak rather than words. A message is sent indirectly, through eye contact, body posture, facial expression, motions of the body, silence or even clothing. Verbal and non-verbal communications occur simultaneously. If the two are inconsistent, comprehension of the message will be hindered. Written Communication: When interaction uses written words, it's called written communication. Written communication is common in business, and effective writing is an important skill for employees. The main vehicles for written communication are reports, employee manuals, email, memos, letters, proposals, faxes, contracts, brochures, news releases and advertisements.
Q4. What are the various components of a memo? Explain the guidelines for writing memos.
Ans: Memos are divided into components to organize the information and to help achieve the writer's purpose and the various components of a Memo are as follows:
Heading Segment: The heading segment follows this general format: TO: FROM: DATE: (SUBJECT): Make sure you address the reader by his or her correct name and job title. You might call the company president "Maxi" on the golf course or in an informal note, but "Rita Maxwell, President" would be more appropriate for a formal memo. Be specific and concise in your subject line.

Opening Segment: The purpose of a memo is usually found in the opening paragraph and includes: the purpose of the memo, the context and problem, and the specific assignment or task. Before indulging the reader with details and the context, give the reader a brief overview of what the memo will be about. Choosing how specific your introduction will be depends on your memo plan style. The more direct the memo plan, the more explicit the introduction should be. Including the purpose of the memo will help clarify the reason the audience should read this document. The introduction should be brief, and should be approximately the length of a short paragraph.
Context:
The context is the event, circumstance, or background of the problem you are solving. You may use a paragraph or a few sentences to establish the background and state the problem. Oftentimes it is sufficient to use the opening of a sentence to completely explain the context,
Task Segment: One essential portion of a memo is the task statement where you should describe what you are doing to help solve the problem. If the action was requested, your task may be indicated by a sentence opening like,” You asked that I look at...."If you want to explain your intentions, you might say,"To determine the best method of promoting the new fall line, I will...." Summary Segment: If your memo is longer than a page, you may want to include a separate summary segment. However, this section not necessary for short memos and should not take up a significant amount of space. This segment provides a brief statement of the key recommendations you have reached. These will help your reader understand the key points of the memo immediately. This segment may also include references to methods and sources you have used in your research.

Discussion Segments: The discussion segments are the longest portions of the memo, and are the parts in which you include all the details that support your ideas. Begin with the information that is most important. This may mean that you will start with key findings or recommendations. Start with your most general information and move to your specific or supporting facts. The discussion segments include the supporting ideas, facts, and research that back up your argument in the memo. Include strong points and evidence to persuade the reader to follow your recommended actions. If this section is inadequate, the memo will not be as effective as it could be.
Closing Segment: After the reader has absorbed all of your information, you want to close with a courteous ending that states what action you want your reader to take. Make sure you consider how the reader will benefit from the desired actions and how you can make those actions easier.
Necessary Attachments: Make sure you document your findings or provide detailed information whenever necessary. You can do this by attaching lists, graphs, tables, etc. at the end of your memo. Be sure to refer to your attachments in your memo and add a notation about what is attached below your closing.

Q5. How important are business meetings for an organization? Explain the different types of business meetings.
Ans: Important of meeting for an organization, Meetings are organized and conducted in almost every corporate office and business establishment for a specific purpose. This gathering of individuals is done to deliver new knowledge and information, and discuss crucial issues and team projects. Some organizations hold regular scheduled meetings as part of the routine at work. For them, it is one of the ways to keep each other updated with work matters and a way of keeping track of individual and team work progress through a healthy discussion. Meetings can also help a team arrive at a unanimous decision when decision-making is needed. Meetings are Powerful Business Weapon knowing that the business world is competitive in nature, business people need regular personal interaction more than ever. Negotiations are actually best dealt with over business meetings. There are times when business affiliates can get business deals over and done with in a one-time meeting. Successful business functioning often requires a variety of meetings there are different types of business meeting: Sales Meeting: A sales meeting is a talk between two or more parties. One party usually has a product or service to sell to the other parties attending. The benefit of having an off-site business meeting is the potential buyer is in a more relaxed setting.
Team Meetings: Team meetings involve business members assigned to a project, who meet on a regular basis to discuss the progress of the project. In addition to team members keeping abreast of project progress.
Staff Meetings: Staff meetings are similar to team meetings, which can be weekly, monthly or on an “as needed” basis. The benefit to staff meetings is imparting necessary information to all employees in one location at one time.
Teleconferences:
Teleconference meetings have increased with advances that consist of video conferencing or conference calling. A video conference usually has at least one meeting, while a conference call often is restricted to telephone conversations.

Management Meetings: Management meetings are those were administration and management gather to discuss problems and situations needing management attention.

Q6. Explain the contents of a Good Resume. State the guidelines for Writing Resume.
Ans: The Contents of a Good Resume:
Contact Information: The top of the resume should include your contact information. Your name should be first in a clear and large font so able to find it easily. Here you also should include your email address, and, a phone number where you can be easily get connected. Employment History: After you add your contact information, you will need to list your employment history. List the job titles, the dates of employment and the company name for each position. Below that, summarize your duties in each position using action words to describe every task. Educational Background: Many employers want to see that you have successfully completed a degree program and may not call you for an interview if you have no college education. If there is room on the resume, which should never exceed one page, add personal and professional references for potential employers to call. Other Items: State any other aspects of your career that might be applicable to the position. Write all computer programs you are familiar with, even if you don't think that the job requires it. Also, list any professional certifications or associations that you have, which are sometimes highly sought after. The guidelines for writing resume:
(i). Unless you have extensive work experience, keep your resume to one page.
(ii). List Tulane University and the A. B. Freeman School of Business first in your EDUCATION section of your resume.
(iii). Be sure to highlight the following information: schools attended, degrees received, employer names and your job titles. (iv). Target your resume to specific jobs, industries, or audiences
(v). Begin accomplishment statements with action verbs
(vi). Quantify results (numbers, percentages, dollars) e.g., created efficiencies which resulted that can increased revenues by 26%, decreased expenditures by 30 % . (vii). Make sure you use a professional email; don’t include your party time email address
(viii). List all awards, honors, and other recognition received for your achievements
(ix). Be sure the look of the resume is aesthetically pleasing (centered on the page, easy-to read font, appropriate spacing, use of bullets in job descriptions)
(x). Proofread! Proofread! Proofread! –then have someone else proofread it again!
(xi). Don’t exaggerate, you will be asked about your accomplishments in an interview.
(xii). Don’t include personal data such as age, height, marital status. (xiii). Don’t use unusual/colored paper, photographs or hard to read fonts.